Manage client records

Add a customer

1. Open Clients › Clients and press New client.
2. CUS ID is suggested from your firm's series (for example AGN-0020). Keep it, or type your own numbering.
3. Enter the Trade name and the Proprietor name — these, with the ID, are required.
4. Add the PAN, GSTIN, Mobile, Email, alternative mobile and email, date of birth, business type and nature of business, and the Address with State, District and PIN code.
5. Tick the Active services you provide — GST, Income tax, ESI / EPF, DSC and so on — and add Tags if you use them.
6. Save.

Type identifiers the way they are written on paper: spaces, dots and dashes in a GSTIN, PAN, PIN or phone number are accepted and tidied for you. If another customer already has the same PAN or GSTIN, AgniDesk warns you and names them — open that customer instead if it is the same business, since a duplicate only has to be merged later. A second GST registration under the same PAN is fine.

Many customers to bring in? Use Bulk import to load your existing Excel register instead of typing each one.

What the customer record holds

Overview

The customer's services at a glance, with the status of their returns and renewals.

Identity

PAN, GSTIN, contact details, address, group and contacts, and any custom fields your firm uses.

Service fees

The fee for each service — the firm's default or this customer's own amount — and how often it is charged.

All service credentials

Portal logins for GST, income tax, TRACES, EPF, ESI and more, encrypted.

Customer documents

Files for this customer, by category and financial year.

Filings

The returns filed for this customer.

Client portal

One link for the customer to upload what you need and see their invoices.

History

Who changed what and when, including merges.

Portal logins, stored safely

Press Add credential, choose the Service credential (for example the GST portal), and enter the Username / login id, the Secret / password and, optionally, the Login URL. The password is encrypted before it is saved.

To see a password, press reveal: it shows for 30 seconds and then hides itself again. Every reveal is recorded in the audit log with who and when, and people only see credentials for the services they work on.

Services and fees

A customer appears on the return boards and tracker for each service that is active on their record. Each service can carry a fee: by default the firm's standard fee from the Service master, or a different amount, frequency or free for this customer. These fees feed invoices raised from work and filings, and the owner's view of what each customer earns.

Find customers

• Search by customer ID, name, PAN or GSTIN.
• Show Active, Inactive or All customers.
• Filter by service (domain), group or tag.
• The tiles at the top count active customers per service — click one to filter. A customer with two services counts under each.

Tags and assignments

Tick customers in the list to act on several at once: Add tag or Remove tag, or Assign them to a person (and Unassign). People whose access is limited to their assigned customers then see only those customers across AgniDesk. The Who works this customer card on the record shows who is on each customer.

Merge duplicates, set inactive and export

• Review merges lists customers that share an exact PAN or GSTIN. Compare the two records side by side; a superadmin approves the merge, and one customer ID is kept. A merge can be reversed from the customer's merged history.
• Set customer inactive stops a customer who has left from appearing on boards and reminders, without deleting their history.
• Export sends the list as filtered — or just the rows you ticked — to Excel.
• Each customer has a statement showing their invoices and payments.

Who can use it

Everyone in the firm uses the customer list, but each person sees the services they work on and, if their access is limited, only the customers assigned to them. Your plan sets how many customers the workspace can hold; at the limit AgniDesk tells you and asks you to upgrade before adding more.

Common questions

Related guides

• Collect and manage client documents
• Track return filing status
• Manage users and access